Free tool
Fleet expense tracker
Enter each expense with its date, vehicle and category, and the tool totals your spending by category and by vehicle. Add the start and end odometer for the period and it shows what each vehicle costs per kilometre or per mile.
| Date | Vehicle | Category | Amount | Note | Remove |
|---|---|---|---|---|---|
Total expenses
0.00
Why track expenses per vehicle
A fleet total tells you what you spent, but only a total per vehicle tells you which vehicle is costing you money. Dividing each vehicle's costs by the distance it ran gives a cost per kilometre or mile you can compare across the fleet, so an old truck with rising repair bills stands out before it eats the margin on every job. The same numbers help you decide when to replace a vehicle and what to charge for the work it does.
Get the distance and fuel data without the paperwork
The cost side is only half of the sum. High Point GPS fleet tracking records the distance each vehicle runs, its trips, and fuel and idle reports from engine data, so the divisor is measured rather than copied from an odometer by hand. FleetZap, our own maintenance software, tracks work orders, parts and preventive maintenance, which puts the repair and maintenance costs for each vehicle in one place.
Get a quoteTips for useful numbers
Use one period for everything: a month or a quarter of expenses against the distance run in that same month or quarter.
Enter the vehicle name exactly the same way each time, such as a unit number, so its costs add up under one line.
Spread large yearly bills such as insurance and registration across the months they cover, or a single month will look far worse than it is.
Export the CSV at the end of each period and keep it. Comparing the same vehicle over time shows a trend sooner than any single month.
Fleet expense questions
- How do I calculate cost per kilometre for a vehicle?
- Add up everything the vehicle cost in a period, then divide by the distance it ran in that period. The distance is the end odometer reading minus the start reading. Use the same period for both, and include every cost category, because leaving out insurance or the lease makes the vehicle look cheaper than it is.
- Which expenses should I include?
- Include fuel, maintenance, repairs, tires, insurance, registration, tolls, parking and lease or loan payments. These cover most of what a fleet vehicle costs to run. Driver wages are often tracked separately, but add them under other if you want a full cost per kilometre for pricing your work or comparing vehicles.
- Can I track costs in miles instead of kilometres?
- Yes. Switch the unit to miles and enter the odometer readings in miles. The totals by category and by vehicle stay the same, and only the cost per unit changes. Keep each vehicle in one unit for the whole period, because mixing kilometres and miles in one calculation gives a figure that means nothing.
- Which currency does the tracker use?
- None in particular. The tracker adds up whatever numbers you enter and shows no currency symbol, so it works the same in Canadian or US dollars. Enter every expense in one currency. If some bills arrive in another currency, convert them first at the rate your accountant uses, then enter the converted amount.
- Where is my expense data stored?
- Only in this browser on this device. Nothing you enter is sent to High Point GPS or anyone else. Clearing your browser data deletes the rows, so download the CSV at the end of each period. The file opens in Excel, Google Sheets or most accounting software for your records and your bookkeeper.